POSITION SUMMARY STATEMENT
This position provides management support in the Finance Department. Work closely with the Payroll Administrator to manage all aspects of payroll processing and ensure efficient operations, such as biweekly payroll for all staff positions, monthly and annual reporting, etc. Perform employee database administration, including all changes, adjustments, system maintenance, upgrades, etc. related to payroll. Compile and provide payroll information and related expenses for managerial reports and decision-making decisions, prepare monthly reconciliations of all payroll related general ledger accounts, and any journal entries associated with payroll.
Provide assistance with the annual budget process, working with HR to prepare the annual salary budget. Provide year end audit support for annual audit, 990 report, 403B audit, Worker’s Comp audit, etc.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to:
50% Payroll Processing and Database Administration
- Process biweekly payroll for all staff using the automated payroll system (ADP Workforce Now). Transmit data to payroll processor and retrieve data the next day for payroll database update.
- Assist with ensuring the accuracy of all time sheets: review of flex leave, calculate retroactive or termination pay, update withholding/deduction changes.
- Maintain the payroll database, and act as back up for HR/ Benefit administration systems, including position maintenance and updating employee records.
- Perform payroll system maintenance, upgrades, and changes. Analyze and maintain data field integrity. Perform field management for “best use” purposes.
- Reconcile and prepare calendar and fiscal year-end reports including W-2’s, taxable fringe benefits and all required data for actuarial reporting.
- Ensure that 403(b) contributions, including loans, company match and non-match, are transmitted to T. Rowe Price on the payroll date.
- Print payroll edit reports for review by HR and Finance representatives.
- Prepare monthly Department of Labor filings; manage all payroll tax reporting issues between the agencies and ADP.
- Prepare all annual reports – workers compensation, annual fiscal audit, EEOC reporting, etc.
- Assist in preparing data for annual open employee benefits enrollment process.
- Prepare month end payroll and related journal entries such as : CBIZ, Workers Compensation expenses, etc.
20% Financial Reconciliations
- Prepare monthly and quarterly reconciliations for payroll-related accounts. Make journal entries, adjustments and corrections as needed. Review completed reconciliations with Supervisor.
- Work closely with Donor Services team and Finance Staff Accountant to ensure all outstanding payroll related items on the Bank Link report are being recorded timely in the proper accounting period.
- Provide electronic file of biweekly internal United Way campaign payroll deductions to Donor Services.
10% Salary Budget Preparation, Statistical Analysis and Reporting
- Prepare monthly reports for HR to analyze and use in budget and financial projections, including variance analysis, vacancy savings, cost projections, overtime reports, and other data as required.
- Prepare reports for Finance and HR to allow analyses of data for use in managerial decision making, including overtime reports, various exception reports related to Flex Leave, 403(b) contributions, and other benefits, work life benefit and vacancy savings analysis.
- Assist with the preparation of annual salary budget for all staff including the budget projections.
- Provide “what if” scenarios for salary increase distribution prepare final analysis reports for HR and prepare all salary increase communication documents.
10% Annual and Year End Audit Support
- Provide primary audit support and coordination to auditors for payroll related schedules and work assignments in accordance with the auditors PBC list.
- Prepare year-end accruals and write off entries for various payroll/benefit accounts.
- Prepare audit work papers for salary and benefit expenses as well as related fiduciary and benefit accounts for the organizational annual audit, 403b audit and Worker’s Comp audit, etc.
- Prepare analysis schedules for annual 990 report
- Other year end work as assigned.
10% Customer Service
- Ensure that inquiries from staff and external customers are responded to in a professional manner within one business day. Assist in researching any problems and make appropriate adjustments/corrections to successfully resolve the problem. Monitor and ensure follow up contacts are being made at least every 48 hours until the problem is resolved.
ACCOUNTABILITY (How you know you are successful)
- Payroll and Retirement plan are remitted for payment on time per established timeframe.
- All new staff members are successfully paid with the first payroll after reporting for work.
- All payroll reports are completed within established due dates whether internal or external.
- 95% of the work list is completed by the established dues date – normally by the 10th business day after close of each month including bank reconciliations.
- All month end journal entries are completed and posted by the established financial statement cut off.
- Audit work is completed by the established due dates.
- Receipt of an unmodified audit opinion each year.
- All work is kept current, processed accurately, and stored/filed within department deadlines.
INTERACTION
Establishes and maintains relationships with staff from all divisions, contributors, agencies, loaned executives, volunteers and banking representatives.
QUALIFICATIONS AND REQUIREMENTS
- BA degree in Business Administration, Finance, or several years of payroll experience. ADP Workforce Now Experience a must.
- United Way or other Not-for-Profit experience desired.
- Experience with automated accounting system is desired.
- Must possess strong skills in Microsoft Excel and Word including the ability to utilize formulas and perform functions such as V-lookup and Pivot tables.
- Must possess very good written and oral communication skills, as well as interpersonal skills, in order to effectively communicate with staff to provide expected deliverables and outcomes.
- Possess very good organizational and time management skills to be able to efficiently prioritize work and meet identified deadlines.
- Ability to work under pressure, keep all work current and accurate and respond to identified department deadlines with a sense of urgency.
- Must be detail oriented and able to manage multiple tasks.
- Must possess excellent analytical skills.
- Must be a highly motivated self-starter with excellent follow-through skills.
- Outstanding customer service and follow-through.
- Excellent problem-solving skills.
- Consistently demonstrate a team player attitude.
PHYSICAL DEMANDS (sitting, standing, lifting, etc.):
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Occasional walking or standing is required. The hands are regularly used to write, type, key and handle or feel small controls and objects. The employee must frequently talk and hear. Weights of up to 25 pounds are occasionally lifted. There is extensive use of a computer. Employee is primarily seated while performing the duties of the position
ONBOARDING REQUIREMENTS:
- Confirm with IT that required equipment is set up and ready before arrival.
- New Hire meets Finance Division Team Members-Ist Day
- Coach reviews HR Checklist with new hire-Ist Day
- Coach reviews Position Description with new hire to begin training.
- Daily Coaching sessions (first two weeks); Weekly sessions next 3 months
- 3-month performance evaluation by Coach
Salary: $85,000 (Range: $82,710 – $96,494)
TO APPLY:
Interested candidates should submit a cover letter and resume via email to:
United Way of Central Maryland
Attention: Human Resources
1800 Washington Boulevard, Suite 340
Baltimore, MD 21230
